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HR Coordinator

40 minutes ago

Vancouver, British Columbia, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)

Job Title

HR Coordinator

Department

Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine

Compensation Range

$4, $5,102.00 CAD Monthly

Posting End Date

February 8, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

February 15, 2027

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The HR Coordinator is responsible for coordinating Human Resources functions for students, staff and faculty in non-bargaining unit within the Departments of Biochemistry & Molecular Biology (BMB) and Cellular & Physiological Sciences (CPS). This role requires high-level service, strong communication skills, a positive attitude, comprehensive knowledge of human resources management, office routines, and University policies and procedures. The incumbent must have the ability to work in a fast-paced team environment

Organizational Status

Reports to the Director of Administration and works closely with the Assistant HR Manager on daily departmental HR operations. The incumbent will also interact regularly with faculty, staff, students within the departments, as well as staff in central Human Resources, Integrated Service Centre (ISC), Faculty of Medicine (FoM) Dean's Office, and Faculty Relations etc.

Work Performed

  • Responsible for full-cycle appointment and termination processes for all staff, students and non-bargaining faculty (e.g. postdoctoral fellow, research associate and visiting scholar) within the departments, including communicating with staff and faculty, preparing, processing and tracking staff, student and non-bargaining faculty appointments via Workday.
  • Advises faculty and staff on basic UBC HR policies and practices, including benefits eligibility, vacation and sick leave, termination, appointments, and reappointments.
  • Works with the Assistant HR Manager to develop job descriptions for staff and non-bargaining faculty, and post positions. Consults with UBC Compensation or Faculty Relations as needed.
  • Tracks Associate Faculty membership records and supports the Assistant HR Manager in processing new and renewal memberships.
  • Oversees vacation and sick days for staff in Workday, ensuring appropriate accruals and carryovers.
  • Coordinates recruitment activities, such as pre-screening candidates, scheduling interviews, communicating with candidates and assisting with preparing offer letters.
  • Works with the Assistant HR Manager to onboard new employees, including setting up their emails and arranging for appropriate training.
  • Maintains an efficient and accurate electronic filing system for all HR transactions and personnel and maintains HR procedures folder on the secured network.
  • Assists the Assistant HR Manager with HR-related projects, immigration processes and strategic HR operations for the departments.
  • Communicates with Payroll, central Human Resources, and FoM Dean's Office to help investigate and solve payroll and personnel discrepancies.
  • Prepares complex HR reports and analysis.
  • Provides administrative support to the Biochemistry Postdoctoral Scholar Program including updating a centralized database of all BMB Postdoctoral fellows; sending all communications, including reminders about upcoming deadlines; notifying the Committee Chair of all incoming and exiting Postdoctoral Researchers and missed deadlines; booking rooms for postdoc events; help with event setup, catering, etc.; attending committee meetings and taking minutes, as required.
  • Attends BMB EDI committee meetings and takes minutes.
  • Arranges department functions and special events such as scouting and booking venues, audio visual equipment and catering; prepares and distributes event announcements and ensures that preparations are completed.
  • Maintains and updates departmental phone directories and mailing lists.
  • Works with Executive Assistant in updating the departmental websites and managing social media during peak periods and absences.
  • Provides back up support during vacations and absences.
  • Performs other related duties as necessary.

Consequence of Error/Judgement

A high level of diplomacy, sound judgment, strong attention to detail and accuracy are required for handling confidential issues and data. Errors in judgment may result in conflicts, legal issues, financial consequences, operational inefficiencies, and delays and damage to the reputation of the departments.

Supervision Received

Works independently under general supervision of Director of Administration and Assistant HR Manager.

Supervision Given

Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.

Minimum Qualifications

High School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

  • Willingness to respect diverse perspectives, including perspectives in conflict with one's own

  • Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

  • Hands-on experience with Workday (HR functions) is strongly preferred.
  • Must have strong knowledge of best practices in human resources.
  • Ability to maintain accuracy and attention to detail.
  • Ability to work effectively on multiple tasks and priorities.
  • Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
  • Ability to effectively use MS Word, MS Excel and Outlook on PC at an intermediate level.
  • Ability to accurately create and maintain records.
  • Ability to prioritize and work effectively under pressure to meet deadlines.
  • Ability to analyze problems, identify key information and issues, and effectively resolve.
  • Ability to communicate effectively verbally and in writing.
  • Ability to perform work processing at 60 words per minute.
  • Ability to deal with a diversity of people in a calm, courteous, and effective manner.
  • Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgement.
  • Ability to work effectively independently and in a team environment is essential.
  • Certificate or Degree in Human Resources Management considered a major asset.
  • Experience with WordPress is an asset.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at

.